Epitomax EHR/PM by PsyTech Solutions is an ONC-ATCB certified electronic health record (EHR) and practice management (PM) software suite designed specifically for behavioral and mental healthcare providers. The cloud-based application runs entirely over the web, offers tablet support, and is paid on a monthly basis. Epitomax is HIPAA-compliant and encrypted by SSL security technology.

In addition to core features for managing patient demographics, treatment plans, assessments, and progress notes, Epitomax offers a few features unique to the behavioral healthcare software industry. These features include the ability to link a progress note directly to a treatment plan, electronic claims submission with no additional charges, or optional use of PsyTech’s ...

Converting to electronic medical records with Epitomax worked really well for our non-profit.

Timely and all needed staff access to client information and treatment documentation electronically and in a online system that can be accessed at any time and any location. Ability to run reports for data enriched analysis of our programs and services, staff productivity, quality assurance, etc.

Pros

The feature in Epitomax I appreciate the most is the ability to customize clinical forms and treatment plans. At any time, our clinical team can add or delete individualized treatment plan goals and objectives. The system is not static, but set up as dynamic to change and evolve with our changing needs. We are highly pleased with the individual therapy progress note that was developed for us personally by the Epitomax forms team during our set up time. It is an elegant, use to ease form that meets all documentation requirements and serves us well!

Cons

On occasion, functionality in the system is compromised. If the software fails, it is most likely to send a user back to the log in screen when the user hits the update button on a form to save information written. Even though it doesn't happen too often, losing data and having to type what was lost back in is a great staff frustration and loses us time.

Response from PsyTech Solutions

Replied September 2017

Hi Jeanne, We value your feedback, thank you! Any time you have an issue, please contact your account manager and/or support so that we can assist. There are adjustments we can make to your configuration, such as making your auto-save interval smaller, that could resolve the issue depending on what is causing it. We can help your network team debug any local network issues you may be experiencing as well. Best Regards, Jennifer

September 2018

Melody from Renewal Christian Counseling Center

Verified Reviewer

Company Size: 11-50 employees

Industry: Mental Health Care

Time Used: More than 2 years

Review Source: Capterra

Ease-of-use

4.0

Customer support

4.0

Functionality

4.0

September 2018

Function over form - does what you need but doesn't look super sexy

I work at a counseling center. Previous to using this program we had two separate databases - one for writing required paperwork and the other for scheduling. We also had tons of excel documents and various tracking mechanisms that we had to do by hand because we had two separate systems that didn't communicate with each other. Epitomax made it so that we could do everything in one place - scheduling, paperwork, generating billing, ect. It also created checks and balances - we know if paperwork isn't getting done, we don't bill unless prwrk is complete, we have functions to make sure we don't schedule clients with someone who can't take their insurance, ect. We also aren't responsible for the server maintenance. Overall, it was a great move for our business! It was a lot of work to get things set up but it was worth the investment and made us able to grow and expand. We have opened up several new site locations since starting this program and it makes it so much easier to do that because we already have a system in place. It's web based so it goes wherever we go!

Pros

It does everything you need! You can schedule appointments, do paperwork electronically, creating billing from within the system. There are tracking mechanisms and a query tool so you can get stats and information you need to track different aspects of your business. It can also be customized to what you need.

Cons

The system is not very intuitive and it has some quirks. It does so many things, which is awesome, but that makes it somewhat tedious to get where you need to go and to get things set up in ways that accomplish what you need. The program doesn't do anything unless you "tell" it to (aka set up the programming or have Epitomax staff set it up). Some of those things Epitomax staff will do in the set up process for you, but if you're an expanding business you will need to continue to make adjustments as you grow and as needs expand. Once you grasp how the program works and have the basic set up in place, you should be fine, but it's a process and takes time and money to get it going.

September 2018

Michael from RCCC

Verified Reviewer

Company Size: 51-200 employees

Industry: Fishery

Time Used: Less than 2 years

Review Source: Capterra

Ease-of-use

3.0

Functionality

2.0

September 2018

My Review, Oo Poopah Doo

Never thought I'd say this: give me back my paper file. At least I can find details quickly instead of searching through endless progress notes looking for some important information (how many kids did she say she had?)

Pros

Scheduler , monthly view. Review function for docs.

Cons

Navigating to find certain docs in a client's file. e.g. where is the referral page; finding other's notes and doc.'s docs. Confusing dates above columns of documents (generated, due, reviewed, creation, form date); entering diagnosis - the drop down menu is to fussy, it doesn't pull up relevant diagnoses even if you put in the entire name and number. Doesn't seem to conform to DSM 5. Adding, revising, updating docs. after signature is very cumbersome; we don't even try anymore, just wait for quarterly (which is 9 pages long.) Annual reviews use original document and it's hard to figure out how to add new material. Anything that has to be amended is confusing. No help menu, or ours is disabled. No warning when system has timed out.

Response from PsyTech Solutions

Replied September 2018

Good Afternoon Michael! Thank you for your feedback! When looking for a diagnosis in the drop-down, please try using the '%' character as a substitution to look for a desired character string anywhere in the diagnosis description. For example, '%anxiety' will find all diagnoses with 'anxiety' anywhere in the description. For revising forms after signature, please review the How-to guide under Administration>Getting Started with Epitomax>Forms Comments/Feedback. Recent changes have been made to this functionality that make the process more efficient (ie: Epitomax now automatically changes the form status to Pending and removes all subsequent signatures for you). Please give it another try! We are working on additional documentation and training videos that will be released very soon. Please contact your Primary Contact with further suggestions for Epitomax as we would love to make Epitomax your medium of choice! Thank you! Jennifer Geiman, Director of Customer Success

September 2017

Adam from Amesbury Psychological Center, Inc.

Verified Reviewer

Company Size: 11-50 employees

Industry: Health, Wellness and Fitness

Time Used: More than 2 years

Review Source: Capterra

Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

September 2017

Customer friendly and ready to help. Excellent uptime and very few issues with the EHR.

It has made life easier, especially during audits and medical record reviews. It has also automated a lot of systems we previously did manually.

Pros

Epitomax integrates with Dr. First which is very nice and saves our prescribers a lot of time. We were able to meet meaningful use stage 1 with some effort and it has always been a great system to run reports in for these types of endeavours. If we do not know what report to run we just ask the support team and they will either find the one that works or create a new one for us to use. I love that we can scan everything into the patient record and no longer having paper charts. It saves us time, money, and is cleaner when going to find old files instead of searching through them by hand. The people that work there are great we have never had any issues and would gladly recommend (and have) psytech solutions as a company to friends and colleagues of ours.

Cons

It could be more intuitive but I could say that about most software I use. Once you learn how the tabs and code tables work things are pretty easy to set up and change at will but in the beginning it can be a bit overwhelming how much you can do. For someone that came from paper it was a tough but worthwhile transition.

Response from PsyTech Solutions

Replied September 2017

Thank you for the review Adam! Yes, the system is highly configurable, but I think you agree that it is well worth the effort. We will continue to work on streamlining the setup and training processes to make them more intuitive and efficient. Please let us know if you have any specific recommendations or anything you need!

September 2018

Adrienne from The Guidance Center

Verified Reviewer

Company Size: 11-50 employees

Industry: Mental Health Care

Time Used: More than 2 years

Review Source: Capterra

Ease-of-use

4.0

Value for money

5.0

Customer support

4.0

Functionality

4.0

September 2018

Best EHR

Epitomax has helped us become fully electronic and no longer need paper records to support our electronic record. Epitomax has improved our reporting capabilities to help with agency management. It has reduced the number of billing systems we have to use from 2 to 1 and the number of support staff we need to complete the billing process to just 1.

Pros

I like that Epitomax is customizable. We are able to update features and work processes to fit our agency instead of changing our agency operations to fit the software. We were able to make all of our paper forms, electronic forms easing the transition from paper to electronic. Form development is quick and painless with the customer service team. The customization options on the billing end makes it easy to meet the billing requirements of all of our payers. The customization of user roles and access is also nice. If there is not a report built to return information you need, the customer service team can usually build you a query to return the needed information in 1-2 days.

Cons

User friendliness for end-point users is not the best. There is not a way to filter electronic forms to help find all of the ones that need completion.